Starting Date: ASAP

Status:  Full-Time/ Fixed term

Child Safeguarding Policy: Level 3 – The job holder will have regular contact with children

Job Overview

The Project Assistant Officer is a member of the project’s coordination team and serves as a point of contact and link between employees, internal departments (Human Resources, Procurement, Finance) and external parties. They handle clerical and administrative duties, analyze and improve office processes and ensure organizational policies are in place. They should be able to prioritize tasks, manage their time effectively and keep track of multiple projects and deadlines.

General Administration:

• Provide admin support to ensure compliance with labor law for all sites where SN staff works
• Provide support for special projects, initiatives, and events as needed
• Participate in staff meetings, take minutes, and provide administrative support as required
• Collaborate with other departments and staff to ensure smooth communication and coordination of administrative tasks and projects
• Maintain and update databases, filing systems, and other records to ensure efficient organization and retrieval of information
• Manage logistical and administrative aspects of personnel traveling (tickets, planning of cars, accommodation needs etc)
• Participate in field trips and assessments, as requested and directed by the Project Coordinator
• Support on maintaining an asset register at site level, collaborating with relevant departments to manage, track and update inventory levels
• Undertake any other tasks requested by the Project Coordinator when the need arises

Human Resources:

• Implement SN’s internal communication policies and ensure HR reporting for the project
• Find the best options to avoid and/or resolve labor conflicts in the project under the guidance of the HR department
• Update the project’s organizational chart and job descriptions, assisting with preparing annual holiday planning and staff shifts in order to forecast HR needs
• Plan and participate in HR processes such as recruitment, training, briefings, evaluation and development of staff
• Ensure that hiring, contract amendment and termination formalities for project staff are carried out according to internal policies, under the guidance of HR and by preparing and filing all relevant documents
• Train, supervise and assist with the staff management

Finance and Procurement:

• Assist Procurement Department with the orders of the project, from placing purchase requests to ensuring the timely and accurate processing of orders
• Monitor and collect receipts, invoices and other relevant documentation related to the expenses of the project and maintain accurate records of the above
• Ensure compliance of expenses with the organization’s policies/guidelines and donor requirements
• Ensure that procurement and finance department’s activities align with the allocated budgets
• Follow up with the Finance Department regarding the reimbursement process of employees
• Contribute to the preparation of periodic financial statements and reports, as per donors’ requirements, and prepare any other necessary report and compilations, under the guidance of the Project Coordinator and in collaboration with the Finance Department

Qualifications

Essential

• Minimum of two years’ relevant work experience in administration of programs, and/or finance and/or human resources
• Excellent IT skills (Excel, Word, PowerPoint)
• Fluency in English and Greek
• People-oriented with excellent communication skills
• Comfortable in managing multiple tasks, with a problem-solving attitude
• Cross Cultural Awareness and flexibility

Desired

• Degree in finance, business, management or human resources
• Former experience in NGO project management support function
• Familiar with Refugee and Migration Issues

If you are interested in applying, please send your CV and motivation letter to thes-recruitment@solidaritynow.org mentioning in the email subject “Project Assistant Officer_ Thessaloniki”.

SN is an equal opportunity employer. Persons with disabilities and from vulnerable and disadvantaged groups are strongly encouraged to apply.

Recruitment processes reflect SN’s commitment to keeping children safe from harm and abuse. Employment is subject to SN Child protection standards, including background checks and adherence to SN Child Safeguarding Policy.

Due to the urgency of recruitment, SN reserves the right to complete the process as soon as the suitable candidate has been identified. Interested candidates should submit their applications (CV and motivation letter) no later than by January 25^th, 2024.

Only short-listed candidates will receive a written reply.